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Executive Assistant (9 month Secondment)

West Sussex
Full time
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American Express
Banking, investment & finance
10,001+ employees
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You Lead the Way. We’ve Got Your Back.

With the right backing, people and businesses have the power to progress in incredible ways. When you join Team Amex, you become part of a global and diverse community of colleagues with an unwavering commitment to back our customers, communities and each other. Here, you’ll learn and grow as we help you create a career journey that’s unique and meaningful to you with benefits, programs, and flexibility that support you personally and professionally.

At American Express, you’ll be recognized for your contributions, leadership, and impact—every colleague has the opportunity to share in the company’s success. Together, we’ll win as a team, striving to uphold our company values and powerful backing promise to provide the world’s best customer experience every day. And we’ll do it with the utmost integrity, and in an environment where everyone is seen, heard and feels like they belong.

Join Team Amex and let's lead the way together.

American Express is looking for a high-performing Executive Assistant to support two UK-based Vice President (VP) leaders within the Enterprise Platforms Centre of Excellence. Enterprise Platforms combines product management and engineering disciplines into a single global organisation. We unlock core platforms for the company to drive innovation and improve speed to market solutions to our customers.

How will you make an impact in this role?

This position is an integral part of a dynamic and fast paced team that requires seamless collaboration and coordination across a wide range of businesses and band levels. The ideal candidate must have experience in handling a wide range of administrative related tasks, have an interest and passion in supporting leadership and the broader organization in new and creative ways and be able to work independently and confidently across multiple countries and time zones. Building strong relationships, being resourceful, and knowing how to navigate large organisations fluidly will also be critical to success in this position.

Key Responsibilities

  • Outlook scheduling: coordinating and managing a very busy and complex calendar across dispersed locations and differing global time-zones
  • Experience partnering with senior executive offices to ensure professional representation from the office of the VP
  • Coordinating directly with EAs spanning multiple time-zones for superior coordination and accelerated decisioning
  • End-to-end organisation of internal and external meetings and team events, including sending invitations, reserving space, audio/visual setup, and production of meeting materials when applicable
  • Booking complex travel itineraries including air, hotel, transfers, and visas. Build itineraries and provide advance preparation for VP
  • Monitoring VP email Inbox, filtering emails for response as required
  • On a monthly basis, prepare, review, and process expense reports. Be well versed in expense policies and help to ensure team stays within budget
  • Follow up with VPs’ global teams on training, HR-related requirements, and deadlines
  • Group administration: regularly updating and maintaining global distribution lists, updating organisation charts monthly, managing and tracking team budgets etc
  • Provide support for Senior Leadership visits, including assisting with itinerary, agenda, room bookings, executive car requirements etc
  • Support driving team culture through co-ordinating events, social gatherings & strategic initiatives
  • Support the technology teams in WeWork London; organising events, hosting meetings, representing London leader on calls and ensuring a sense of community and belonging is maintained.
  • Adhoc requests supporting senior leadership organisation.

Required Experience & Skills:
  • 5+ years’ experience supporting at VP Level
  • Highly organized with an ability to anticipate, adapt, prioritize, and fulfil multiple tasks with a sense of urgency and in a fast-paced environment
  • Strong follow-up skills with excellent accuracy and attention to detail
  • Strong work ethic, highly self-motivated, strong decisioning making skills with proven ability to act autonomously in day-to-day activities
  • Strong interpersonal skills. Comfortable representing a department while interacting with individuals at all levels of an organization (both internal and external), particularly senior levels
  • Excellent calendar management skills, including the coordination of complex meetings, team events and scheduling travel arrangements
  • A strong sense of integrity with ability to handle sensitive issues and maintain complete confidentiality
  • Excellent verbal and written communication skills. Confident communicator to a wide range of stakeholders at all levels across the organisation and externally
  • Intermediate to advanced computer skills required, including proficiency with MS Office including PowerPoint, Excel, Word and Outlook, together with communication tools such as Webex, Slack and Confluence
  • Knowledge of American Express applications, including but not limited to Concur Expense Management, Oracle, TechSource, MyHR, Payroll, CareerTrack, and the IT Service Catalog (TechCare) is preferred, but not essential

We back our colleagues and their loved ones with benefits and programs that support their holistic well-being. That means we prioritize their physical, financial, and mental health through each stage of life. Benefits include:

  • Competitive base salaries
  • Bonus incentives
  • Support for financial-well-being and retirement
  • Comprehensive medical, dental, vision, life insurance, and disability benefits (depending on location)
  • Flexible working model with hybrid, onsite or virtual arrangements depending on role and business need
  • Generous paid parental leave policies (depending on your location)
  • Free access to global on-site wellness centers staffed with nurses and doctors (depending on location)
  • Free and confidential counseling support through our Healthy Minds program
  • Career development and training opportunities

Offer of employment with American Express is conditioned upon the successful completion of a background verification check, subject to applicable laws and regulations.